PPL Functional User Guide For Underwriters 1219

Underwriter User Guide
December 2019
Confidentiality
This document is confidential and is the property of Ebix Europe Limited. It may not be disclosed to third parties
without the express written permission of Ebix Europe Limited.
Further Information & Contacts:
Ebix Europe Limited

4th Floor,
Dashwood House,
69 Old Broad Street
London
EC2M 1QS
Email: info@ebixeurope.com
Telephone: (+44) (0)20 7264 0440
Fax: (+44) (0)20 7264 0450
PPL Underwriter User Guide December 2019
Table of Contents
1 Login, Dashboard and Navigation ...................................................................................................... 6
1.1 Access Credentials .......................................................................................................................................6
1.2 Logging In ....................................................................................................................................................6
1.3 Contacting Support ......................................................................................................................................7
1.4 Dashboard...................................................................................................................................................8
1.4.1 Overview ..................................................................................................................................................8
1.4.2 Header Panel ............................................................................................................................................9
1.4.3 Placements Panel .................................................................................................................................... 11
1.4.3.1 Placement Filters ..............................................................................................................................................12
1.4.3.2 Actions Required ..............................................................................................................................................12
1.4.3.3 Awaiting Actions from Other Party ..................................................................................................................13
1.4.4 Endorsements Panel................................................................................................................................ 14
1.4.4.1 Endorsement Filters .........................................................................................................................................14
1.4.4.2 Actions Required ..............................................................................................................................................15
1.4.4.3 Awaiting Actions from Other Party ..................................................................................................................15
1.4.5 Alerts Panel ............................................................................................................................................ 16
1.4.6 Footer Panel ........................................................................................................................................... 16
1.5 Placement Summary.................................................................................................................................. 17
1.5.1 Overview ................................................................................................................................................ 17
1.5.2 Placement Types ..................................................................................................................................... 17
1.5.3 Finding Placements ................................................................................................................................. 18
1.5.4 Available Functions ................................................................................................................................. 20
1.5.5 Taking Control of Team Work Items ......................................................................................................... 20
1.6 Placement Overview.................................................................................................................................. 22
1.6.1 Introduction............................................................................................................................................ 22
1.6.2 Finding Placements ................................................................................................................................. 23
1.6.3 Available Functions and Actions .............................................................................................................. 24
1.6.3.1 Functions ..........................................................................................................................................................24
1.6.3.2 Placement Actions ............................................................................................................................................25
1.6.3.3 Other Actions ....................................................................................................................................................25
1.6.4 Superseded Placements and Sections ...................................................................................................... 26
1.6.4.1 Placements .......................................................................................................................................................26
1.6.4.2 Sections.............................................................................................................................................................27
2 Messages and Documents ............................................................................................................... 28

2.1 Overview................................................................................................................................................... 28
2.2 Message and Document History ................................................................................................ 28
2.2.1 Initial View.............................................................................................................................................. 28
2.2.2 Saving and Viewing documents ............................................................................................................... 29
2.2.3 Comparing Documents ............................................................................................................................ 30
2.2.4 Expanding the View................................................................................................................................. 30
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2.2.5 Document Messages Only View ............................................................................................................... 32

2.2.6 Document Versioning (Replaced Documents)........................................................................................... 33
2.2.7 Other Filters............................................................................................................................................ 33
2.2.7.1 By Contract/Layer Ref.......................................................................................................................................33
2.2.7.2 By Message Type ..............................................................................................................................................33
2.2.8 Downloads.............................................................................................................................................. 33
2.2.8.1 All Files ..............................................................................................................................................................34
2.2.8.2 Audit Report .....................................................................................................................................................34
2.3 Ad-Hoc Messaging ..................................................................................................................................... 34
2.3.1 Overview ................................................................................................................................................ 34
2.3.2 Accessing Ad-Hoc Messaging ................................................................................................................... 35
2.3.3 Using Ad-Hoc Messaging ......................................................................................................................... 36
2.3.4 Recipients ............................................................................................................................................... 36
2.3.5 Alerts ...................................................................................................................................................... 37
2.3.6 Replying to Ad-Hoc Messages .................................................................................................................. 37
2.3.7 Negotiation History & Documents ........................................................................................................... 38
2.3.8 Message Threads .................................................................................................................................... 38
2.4 Additional Information Shares ................................................................................................................... 39
2.5 Internal Notes ........................................................................................................................................... 40
3 Quotes ............................................................................................................................................ 41
3.1 Viewing / Replying to a Quote Request ...................................................................................................... 41
3.1.1 Attaching Documents to Quote Replies.................................................................................................... 43
3.1.2 Quote Reply Types .................................................................................................................................. 45
3.1.3 Replying with a Quote Sheet ................................................................................................................... 46
3.1.4 Replying to Sectioned Quotes .................................................................................................................. 47
3.2 Quotes and Facilities ................................................................................................................................. 47
3.2.1 Overview ................................................................................................................................................ 47
3.2.2 Quote Notification .................................................................................................................................. 48
3.3 Closed and Withdrawn Quotes .................................................................................................................. 48
3.3.1 Closed Quotes ......................................................................................................................................... 48
3.3.1.1 Broker Close......................................................................................................................................................48
3.3.1.2 Underwriter Close ............................................................................................................................................49
3.3.2 Withdraw ............................................................................................................................................... 49
4 Firm Order ...................................................................................................................................... 50

4.1 Responding to Firm Orders ........................................................................................................................ 50
4.1.1 Overview ................................................................................................................................................ 50
4.1.2 Available Actions .................................................................................................................................... 51
4.1.3 Your Response ........................................................................................................................................ 51
4.1.4 Accept the Offer...................................................................................................................................... 52
4.1.4.1 Stamps ..............................................................................................................................................................52
4.1.4.2 Terms of Settlement .........................................................................................................................................53
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4.1.4.3 Allocation of Premium ......................................................................................................................................53

4.1.4.4 Underwriter References ...................................................................................................................................54
4.1.4.5 Amending Settlement Terms, Premium Allocation and Underwriter References ...........................................54
4.1.5 Accept with Subjectivities........................................................................................................................ 55
4.1.5.1 Overview ...........................................................................................................................................................55
4.1.5.2 Broker Accepts..................................................................................................................................................57
4.1.5.3 Negotiation / Broker Rejects ............................................................................................................................58
4.1.5.4 Expiry ................................................................................................................................................................59
4.1.6 Accept with Line Conditions .................................................................................................................... 60
4.1.7 Reject the Offer....................................................................................................................................... 60
4.1.8 Sending Your Response ........................................................................................................................... 61
4.1.9 Responding to Sectioned Firm Orders ...................................................................................................... 63
4.1.10 Firm Orders and Facilities ........................................................................................................................ 64
4.1.10.1 Responding to a Master Facility Firm Order.....................................................................................................64
4.1.10.2 Responding to a Declaration/Offslip Firm Order..............................................................................................65
4.2 Reassign .................................................................................................................................................... 66
4.3 Second Approval ....................................................................................................................................... 67
4.3.1 Second Approval Requests ...................................................................................................................... 67
4.3.2 Approval/Rejection ................................................................................................................................. 68
4.4 Email/Print Contract .................................................................................................................................. 69
4.4.1 Print Options .......................................................................................................................................... 70
4.4.2 Printing ................................................................................................................................................... 71
4.4.3 Emailing .................................................................................................................................................. 72
4.4.4 LIC Stamps .............................................................................................................................................. 73
4.5 Broker Actions ........................................................................................................................................... 74
4.5.1 Close (Cancel/NTU) ................................................................................................................................. 74
4.5.2 Withdraw ............................................................................................................................................... 74
4.5.3 Review/Revise Bound Lines ..................................................................................................................... 74
4.5.4 Review Removal of Line to Stand ............................................................................................................. 75
4.6 Corrections................................................................................................................................................ 76
4.6.1 Overview ................................................................................................................................................ 76
4.6.1.1 Cancel Only .......................................................................................................................................................76
4.6.1.2 Cancel & Replace ..............................................................................................................................................76
4.6.2 Cancel Only ............................................................................................................................................. 78
4.6.3 Cancel & Replace (Firm Order Resubmission) ........................................................................................... 80
5 Facilities.......................................................................................................................................... 83
5.1 Overview................................................................................................................................................... 83
5.1.1.1 Participant Roles ...............................................................................................................................................83
5.1.2 Participant Responses ............................................................................................................................. 84
5.1.3 Closing a Facility ...................................................................................................................................... 84
5.1.4 Backloaded Facilities ............................................................................................................................... 84
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6 Endorsements ................................................................................................................................. 85
6.1 Broker Messages and Response Types........................................................................................................ 85
6.1.1 Endorsement Requests............................................................................................................................ 85
6.1.2 Response Types ...................................................................................................................................... 85
6.1.2.1 Unconditional Acceptance................................................................................................................................86
6.1.3 Request to Negotiate / Request for Information ...................................................................................... 87
6.1.3.1 Remove/Agreed Elsewhere ..............................................................................................................................87
6.1.4 Actions Available When Responding ........................................................................................................ 88
6.2 Notifications.............................................................................................................................................. 88
6.2.1 Endorsement Notices .............................................................................................................................. 88
6.2.2 Endorsement Withdrawals ...................................................................................................................... 88
6.2.3 Completion Emails .................................................................................................................................. 89
6.3 Common Actions ....................................................................................................................................... 89
6.3.1 Undo Remove ......................................................................................................................................... 89
6.3.2 Review Draft ........................................................................................................................................... 89
6.4 Placement Overview: Display of Endorsements .......................................................................................... 90
7 Appendices ..................................................................................................................................... 92
7.1 Appendix: Permitted File Types / Maximum File Size .................................................................................. 92
7.2 Declaration/Offslip Default Quote and Firm Order Requirements ............................................................... 93
7.3 Endorsement Participation Types ............................................................................................................... 94
1 Login, Dashboard and Navigation

1.1 Access Credentials
To gain access to the application, please contact your PPL Project Manager within your relevant class of business.
Alternatively, contact PPL Support (see section 1.3).
1.2 Logging In
Open your internet browser and navigate to: https://prod.placingplatformlimited.com/Dashboard/login.aspx
The following page will be displayed:
Enter your username and password, and press Enter/Return or click on the green Login button to proceed to your
dashboard page. You may also be prompted for a passcode or memorable word, depending on your organisation’s
security configuration.
Users will have 10 log-in attempts before the account is locked. Once the account is locked, it is locked permanently
and can only be enabled by raising a request with the PPL Support Team (see section 1.3 below).
The PPL Interchange Agreement (and guidance pertaining to it) can be viewed or downloaded by clicking on the
appropriate link.
1.3 Contacting Support
If you require assistance, please contact the PPL Support Desk on:
- Telephone: +44 (0)207 264 0880

-
- Email: PPLSupport@Ebix.com
This contact information is available from within the PPL platform. See section 1.4.2 below for further information.
The support desk is open from 08:00 to 20:00 UK Time, Monday to Friday except for UK Bank Holidays.
1.4 Dashboard
1.4.1 Overview
The first screen you see when you log into the PPL platform is the Dashboard. This is the focal point or “hub” of the
platform.
It is comprised of five panels, as follows:
 Header
 Placements
 Endorsements
 Alerts
 Footer
Each of these panels is described individually below.
1.4.2 Header Panel

The Header panel is at the top of the dashboard, and looks like this:
The Home button is the PPL Logo in the top left. Press it to return to this Dashboard from anywhere in the platform.
The Dashboard screen is the main starting point of the PPL platform.
Log out is in the top right, click it to log out. If you remain in the system for longer than eight hours1 without doing
any movement between screens, you will be automatically logged out.
Menu options are shown at the top of the screen. The options available to you depend upon how your user profile,
your team and your organisation have been configured.
The Help option is available to all users. Clicking Help and then Contact from the menu ribbon…
… launches the following pop up, displaying contact details for PPL Support as well as links to the PPL platform User
Guide and the PPL Learning Management (training) website:
This pop up is also invoked whenever the user clicks on the Help icon that is available in the top right corner of key
screens throughout the platform.
Additionally, there are information links that enable you to view or download this functional user guide and the
latest release notes for the platform (details of changes made in the most recent platform release), as well as a links
to view contact details for PPL Support and the PPL Learning Management website.
These links are new in this version of the Dashboard and take you to the Footer panel, which is described in detail
further on.
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1.4.3 Placements Panel

This panel contains a summary of all Placements (Quotes and Firm Orders) that require your (or your team’s)
attention, as follows:
Counts relating to your own Placements are in red, and those relating to your team in blue. Where a count is zero,
the description and counts are shown in grey.
Clicking on an active text or number link in this screen takes you to a filtered view of the Placement Summary screen.
This is a filterable list of all Placements from which you can select items to work on.
Important Note: The counts displayed are active links which, when you click on one and are taken to the Placement
Summary screen, may differ. This is because the count shown on that screen is at Programme level. So, for example,
clicking the team count of 43 (Placements) for Firm Orders Require Response above may return a count of
30(Programmes) on the Placement Summary screen. Examples are provided throughout this chapter for clarity.
The same principle applies to the Endorsements panel.
The Placement Summary screen is covered in detail in section 1.6 of this guide.
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1.4.3.1 Placement Filters

These appear on the left of the Placements panel, as follows:
The ‘P’ Icon

Clicking on the ‘P’ Icon takes you to a Programme level summary of all Placements for your team.
Drafts
This is a list of Programmes containing draft Quote or Firm Order responses saved by your team.
Closed
This is a list of all closed Programmes.
1.4.3.2 Actions Required
This list shows a breakdown of all events that require attention, as follows:
Quotes Require Response

This count increments with every Quote Request received. It reduces when the Quote is responded to or withdrawn,
or if the Quote has been closed by either the Broker or the Underwriter.
Note: Brokers can elect not to notify the Underwriter of the closure of a Quote. In such cases, the Underwriter will
have to close it.
Firm Orders Require Response

This count increments with every Firm Order offer (including when the Broker has chosen to ‘Negotiate’). It reduces
when the Firm Order is responded to or is withdrawn.
Subjectivities Require Response

This count increments with every Firm Order contract where the Broker attempts to satisfy one or more
Subjectivities, and/or with every expired Subjectivity. It reduces when all Subjectivities on a Firm Order contract are
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satisfied, rejected, the deadline is extended on an expired subjectivity, or, if the Underwriter chooses to remove
themselves from the contract after the Subjectivity has expired.
Line Conditions Require Response

This count increments with every request from the Broker to remove a ‘Line to Stand’ condition. It reduces when the
request is responded to.
Revise Line Proposal Requires Response

This count increments with every request from the Broker to revise a bound written line percentage. It reduces
when the request is responded to.
Correction Requests and Notifications

This count is decreased once the Underwriter responds to, or if the Broker withdraws, a Cancellation Request
Firm Orders Require Approval

This count increments with every request for a second approval (directed at the current user or their team). It
reduces when the request is responded to.
1.4.3.3 Awaiting Actions from Other Party
This list shows a breakdown of all events related to your (or your team’s) active2 Placements that are awaiting action
from another party (e.g. Broker), as follows:
Quotes With Further Information Requested

This count increments with every RFI response for a Quote and is reduced when the Quote is closed.
Subjectivities Await Broker Response

This count increments with every Firm Order contract where there are Subjectivities added that the Broker has not
yet responded to. Also, for Subjectivities with a deadline that have been accepted by the Broker but have not yet
been satisfied or rejected by the Underwriter.
It reduces when the Subjectivity is responded to (no deadline type). Also, for Subjectivities with a deadline it will be
when the Subjectivity is satisfied, rejected or when the deadline expires.
Example: If there are 2 Subjectivities on 1 Firm Order contract that the Broker needs to respond to, and, 1
Subjectivity that the Broker is yet to satisfy on a different Firm Order contract, this will display 3.
Line Conditions Await Broker Response

This count increments with every Line Condition added to a Firm Order acceptance that is still to be responded to by
the Broker. It reduces when the Line Condition is responded to.
2
i.e. All Placements not signed and closed, or simply closed.
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Firm Orders Await Internal Approval

This count increments with every second approval request and reduces when the request is responded to.
1.4.4 Endorsements Panel

This panel contains a summary of all Endorsements that require your (or your team’s) attention, as follows:
1.4.4.1 Endorsement Filters

These appear on the left of the Endorsements panel, as follows:
The ‘P’ Icon

Clicking on the ‘P’ Icon takes you to a Programme level summary of all Endorsements for your team.
Drafts
This is a list of Programmes containing draft Endorsement responses saved by your team.
Closed
This is a list of all closed Endorsements.
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1.4.4.2 Actions Required
This list shows a breakdown of all events that require attention, as follows:
Endorsement Requests
This count increments with every Endorsement request or Endorsement resubmission that requires a response. It
reduces when the Endorsement is responded to, withdrawn or is cancelled.
Endorsement Notifications
This count increments with every Endorsement notification. It reduces when the Underwriter marks the
Endorsement notification as ‘Viewed’
1.4.4.3 Awaiting Actions from Other Party

This list shows a breakdown of all events related to your (or your team’s) active Endorsements that are awaiting
action from another party (e.g. Broker), as follows:
Request For Information

This count increments with every Endorsement response that is a ‘Request for Information’. It reduces when the
Broker resends or withdraws the Endorsement request or cancels the Endorsement.
Request To Negotiate
This count increments with every Endorsement response that is a ‘Request to Negotiate’. It reduces when the Broker
resends or withdraws the Endorsement request or cancels the Endorsement.
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1.4.5 Alerts Panel

Alerts are shown in the bottom half of the screen, in descending date and time order. The default view is of your
own alerts, but you can toggle between these and your team alerts. Click on any alert and it will take you to the
appropriate screen in the platform to view or action it. Click the X to remove an alert.
1.4.6 Footer Panel

This panel is at the very bottom of the dashboard. From here, you can view or download a user guide and the latest
release notes for the platform (details of changes made in the most recent platform release), as well as view contact
details for PPL Support and terms of use for the platform. There is also a link to the PPL Learning Management
website.
You can navigate here quickly by selecting one of the information links in the Header panel.
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1.5 Placement Summary
1.5.1 Overview
The Placement Summary screen enables you to list and filter all active Placements. You can navigate here via the
Placements option in the top menu of the Dashboard screen or by clicking on any of the Own or Team counts on the
Dashboard (see section 1.4.1).
See section 1.4 for more information on how clicking on links within the Dashboard panels pre-filters the resultant
view of the Placement Summary. Note that the count shown beneath the Header is at Programme level.
Note: The Placement Summary page can be configured to display your organisation’s logo. The screen looks like this:
1.5.2 Placement Types

The unfiltered view of this screen displays all Placement Types (Open Market, Declarations, Facilities) across all
Placement Stages (Quote, Firm Order, Endorsement). These are all filterable, and this is described in section 1.5.3
below. Each Placement Type is denoted by a different coloured border. Quotes are bordered in pink, Firm Orders are
in blue (or grey if closed), and Endorsements in gold.
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Where a Placement requires your attention, a coloured dot appears in the top right corner of that rectangle, like
this:
The information displayed for each Placement is as follows:
 (Re)Insured
 Reference
 Original Policy Holder
 Description
 Broker Name
 Broker Company (displayed as a logo)
1.5.3 Finding Placements

The header bar has the following of options on it that can be used to narrow down the list contents:
 Paging Buttons. Use these to scroll backwards and forwards through the list.
 Text search/filter. Enter your search text into the field next to the magnifying glass icon at the top of
the list and click the magnifying glass . This is not case-sensitive. The list will now show only those
Placements where your search text appears in one of the data fields on the Placement.
 Advanced search/filter. Click the Advanced button if you want to be more specific about your
search/filter, by keying text in to the column headings that open up.
 Clearing a search. If you press Clear, all Placements will reappear.
Filtering by Placement Stage/Type. To filter by a combination of Placement Stage and Placement Type, simply use
the check boxes.
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Filtering by Action Required/Awaiting Action. You can use the check boxes to filter the page so that it shows only
specific Action types. These correspond to the filters available on the Dashboard.
Filtering by Quick Links. Clicking on a Quick Link in the Quick Links area in the top right of the screen will highlight
the selected item, and the list will now be filtered by the selected status.
Filtering by Date Range: You can choose the date to filter by in the drop-down list…
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… and then one of the following:
 Enter both ‘from’ and ‘to’ dates - for the selected date column. All Placements that fall within the ‘from’ and
‘to’ dates will be listed.
 Enter ‘from’ date only - for the selected date column. All Placements where the date is greater than or equal
to the ‘from’ date will be listed.
 Enter ‘to’ date only - for the selected date column. All Placements where the date is less than or equal to the
‘to’ date will be listed.
Filtering by Broker: Click the By Broker box and select those brokers you wish to include in your filter.
1.5.4 Available Functions
The functions available from this screen are:
 View a Placement by clicking the appropriate coloured rectangle to navigate to the Placement Overview
screen.
 View the Messages & Documents history of the Placement, by clicking - see section 2.1.
 Send an ad hoc message by clicking - see section 2.3.
 Make an internal note (not shared with the Broker), by clicking - see section 2.5.
1.5.5 Taking Control of Team Work Items
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When a Broker submits a Placement at any stage (Quote, Firm Order or Endorsement) they have to submit this to a
named Underwriter. However, Team working enables the whole team to view all Placements, messages and
documents, and you may wish to take ownership of a risk and to receive the platform messages associated with it.
To do this, click in a Team column on the Dashboard (see section 1.4.1) to navigate to the Placement Summary
screen (see section 1.5.1) and click on the work item to action it. There is no need to specifically reassign the item.
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1.6 Placement Overview
1.6.1 Introduction
The Placement Overview screen shows the complete history of the Placement to date.
The coloured event boxes represent the activity that has taken place thus far in respect of each Placement stage (e.g.
Quote, Sign & Close), and the most recent is always displayed on the left.
The ‘tree’ displayed at the top of the overview, above all of the Placement stages, is a hierarchy of clickable links that
enable you to filter the overview.
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1.6.2 Finding Placements

Filtering by Placement Stage/Type. To filter by a combination of Placement Stage and Placement Type, simply use
the check boxes.
Filtering by Quick Links. Clicking on a Quick Link in the Quick Links area in the top right of the screen will highlight
the selected item, and the list will now be filtered by the selected status.
Note: If you filter on a status that does not apply to the Placement you are looking at, and that Placement does not
have an element that matches the status you have chosen, no Placement data will be displayed on the screen. To
remedy this, choose another Quick Link. Selecting ‘All’ will result in data being displayed.
Similarly, because filtering is effectively layered, selecting a filter can return a blank screen if it contradicts a previous
filter.
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1.6.3 Available Functions and Actions

1.6.3.1 Functions
The functions available from this view are as follows:
 View the Messages & Documents history of the Placement, by clicking - see section 2.1.
 Send an ad hoc message by clicking - see section 2.3.
 Make an internal note (not shared with the Broker), by clicking - see section 2.5.
 Open or save a placing slip / Quote document by clicking

 Display the header information for a Placement stage by clicking the [+] symbol in its top left corner, thus:
 Click on an event box to display a summary of the action.
Hover over an event box to see key details:

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Note: The hover over function is particularly useful because some descriptions begin with the same words as others
(e.g. ‘Order Confirmation’ and ‘Order Confirmation with Subjectivities’) and only the beginning of the description is
visible in some cases. Hovering over the event box will show the full description.
1.6.3.2 Placement Actions

The actions available from this view are displayed to the right of the status boxes on a white background. These are
as follows in the above example:
 Manage is the principle action, and it is available for all Placement stages. Selecting Manage will
automatically take you to a view of a Placement stage, wherein any actions required (e.g. Quote response,
Firm Order response) will be enabled.
 Email/Print Contract option is available for Firm Orders.
 Review Bound Line is present on Firm Orders where the Broker has requested that you review (and
potentially revise) your line. See section 4.5.4.
 Review Removal of Line to Stand is present on Firm Orders where the Broker has requested that you do
this. See section 4.5.4.
 2nd Approval Request indicates that a colleague has requested that you review a Firm Order response that
they have prepared. See section 4.3.
1.6.3.3 Other Actions

The other actions available from this view are displayed on the right-hand side of the screen on a blue background,
under the label Actions:
 Summary: This action navigates you to the Placement Summary screen (see section 1.5).
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1.6.4 Superseded Placements and Sections

1.6.4.1 Placements
Below is an example of a Placement that has been superseded, because the Broker has edited the contract following
the Underwriter’s rejection of a Firm Order request. The superseded Placement is collapsed by default.
Clicking [+] to the left of the words ‘Superseded Placement’ expands the Placement for viewing.
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1.6.4.2 Sections
Below is an example of a Section that has been superseded, because the Broker has withdrawn and then resent their
Firm Order request. The superseded Section is collapsed by default.
Clicking [+] to the left of the words ‘Superseded Section’ expands the Section for viewing.
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2 Messages and Documents

2.1 Overview
Documents are shared with you by Brokers using the messages and actions described in this document. At any stage
in the process you can use the Messages & Documents history function to see when documents were shared, by
whom and on what action.
This is accessed via this icon
Note: Once shared with you, documents cannot be unshared, revoked or deleted in any way.
Sharing documents can be seen as building up an information pack relating to the whole Programme. The system
will always show which documents were shared on what action, by whom and with whom and therefore which were
available to you at the time any action was carried out.
There are three ways that a Quote/Placing Slip or a contract document can be sent to an Underwriter:
a) On a Quote Request
b) On a Firm Order Request
c) On an Endorsement
There are four ways that a supporting document can be sent to an Underwriter:
d) On a Quote Request
e) On a Firm Order Request
f) On an Endorsement
g) On an Information Share
Note that the PPL platform does not support password protected documents.
2.2 Message and Document History
Overarching all Quoting and Firm Order processes is this function that allows you to see the full history of a
Placement.
It is accessed from numerous screens within the platform by selecting this icon:
The following examples show the different ways in which this information can be viewed.
2.2.1 Initial View

The example below shows the standard default history view. For the sake of simplicity, this example shows
negotiations, documents and messages between a Broker and single Underwriter in a conversational format.
Messages you have received are headed in light grey on the left, messages you have sent are headed in light green
on the right.
The display is in descending date/time order, providing an audit trail that starts at the bottom of the screen and
shows the most recent activity at the top. Quotation items are bordered in pink, those relating to Firm Orders in
blue, and Endorsements in gold. Where the history is too long to show on the screen in its entirety, you can scroll up
and down.
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2.2.2 Saving and Viewing documents

You can click on a document of any type in order to view it or download it. A single left-click will invoke the following
dialogue familiar to Windows © users:
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2.2.3 Comparing Documents

It is possible to compare any two documents that are in Word, RTF or PDF format. Such documents have a check box
to the right of their description. To compare, simply check the boxes of any two documents. The comparison tool will
consider the first document you select to be the original document.
The first document you check will be treated as the “original” and the second will be treated as the “new” version
and a marked-up Word document will be automatically produced and opened. You must have MS Word installed on
your computer in order for this function to work.
2.2.4 Expanding the View

It is possible to expand any or all items within the view by clicking [+] in the top left corner. For example, the Order
Confirmation that is shown as a single row of information appears like the screenshot below when expanded:
Key information about the Placement (e.g. Business Type, (Re)Insured, Contract Type, Class of Business, Territory
and Period) are shown, along with other relevant information in the message area.
In this example of a Quote, a message from the Underwriter to the Broker is shown together with associated
documents.
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If a Quote sheet has been provided or populated, you can expand the view further in order to see it:
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2.2.5 Document Messages Only View

When you check on Only Show Messages with Documents in the Options panel, the view is filtered so that only
actions which have associated documents are shown.
Here is a screen where the box has not been checked:
Here is the same screen with the box checked:
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2.2.6 Document Versioning (Replaced Documents)

When the Broker replaces a document, this is presented as follows:
In this example, the file Lorem ipsum 2 has been replaced with Lorem ipsum 3.
This view is replicated for Brokers.
The existing document comparison check boxes are available for these replaced and original documents.
2.2.7 Other Filters

2.2.7.1 By Contract/Layer Ref
Filtering by Contract/Layer Ref causes the following information to be displayed in the screen header:
2.2.7.2 By Message Type
2.2.8 Downloads
Options to download all files (documents) and/or an audit report are available from the Actions panel at the right of
the Messages & Documents screen.
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2.2.8.1 All Files

Selecting this option brings up a standard Windows dialogue that gives you the choice of opening or saving a zipped
folder. Always choose Save. The zipped folder contains a PDF audit trail (see below) and all of the documents
associated with the Placement.
2.2.8.2 Audit Report

Selecting this option brings up a standard Windows dialogue that gives you the choice of opening or saving a PDF
audit trail. This is essentially just a copy of the Messages & Documents screen as viewed online.
2.3 Ad-Hoc Messaging
2.3.1 Overview
This function, available within a risk, allows participants to send messages to each other. This process is restricted to
allow communication as follows:
 Broker to Broker: A Broker can send a message to any other Broker within their team.
 Broker to Underwriter: A Broker can only send a message to an Underwriter registered on the risk being
processed.
 Underwriter to Broker: The Underwriter can only send messages to the Broker on the risk being processed.
 Underwriter to Underwriter: The Underwriter can send to any other Underwriter within their team.
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2.3.2 Accessing Ad-Hoc Messaging
Ad-hoc Messaging is available at all stages (Quote, Firm Order and Endorsement) via the ad-hoc message icon
on the Placement Overview and Placement Summary screens, thus:
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2.3.3 Using Ad-Hoc Messaging
Ad-hoc Messaging opens as a separate pop-up window.
You must enter at least one recipient by selecting them from one of the dropdowns. These can be removed at any
time prior to sending your message if added in error.
You must enter a message in the Message field. Note that it is not possible to share documents using ad-hoc
messaging.
2.3.4 Recipients
The list of recipients you can select from is a combination of Underwriter colleagues whose user accounts reside in
the same team, and the Broker.
It is possible to send an ad-hoc message to multiple recipients, and this can be to a combination of Broker colleagues
and Underwriters if required.
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2.3.5 Alerts
Each recipient will receive an email alert when the ad-hoc Message is sent to them. They will also see an alert on
their Dashboard under the Alerts section (‘My Alerts’). Clicking on the alert will take the user to the Placement
Overview screen with the ad-hoc message presented above it as a pop-up window.
There is also a Reply button via which you can reply to an ad-hoc Message. This creates a new blank ad-hoc message
ready to be sent to the sender of the previous message.
2.3.6 Replying to Ad-Hoc Messages

In addition to alerts, the ad-hoc message icon indicates whether a Placement has any messages associated with it. If
the icon has a red dot in it, that means that there are ad-hoc messages available. Please note though that the flash
indicates presence only. It is not a read/unread indicator.
The icon looks like this when the red dot is present:
To reply to an ad-hoc message, click the Reply button. The Message field appears for you to type your message into.
Click Send when you are done.
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2.3.7 Negotiation History & Documents
Every ad-hoc Message sent by the Broker is included as part of the audit trail within the negotiation history
(Messages & Documents) screen. In the example below, the bottom entry has been expanded to show the message:
The written message and the documents are shown in the event, and the header information contains the date and
time and identifies whether the message is internal or external, and who the recipient company is for the external
recipient.
If you expand the view of a message that you have received (by use of the [+] icon in the top left of the message), it
appears as follows:
You can reply to the message by clicking the Reply button. This will open the dialogue shown in section 2.3.6 above.
2.3.8 Message Threads

It is important to note that when you send a message to multiple recipients, each recipient is only able to reply to
you (and vice versa).
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2.4 Additional Information Shares
Once a Quote Request or a Firm Order request has been sent to you, the Broker can share additional information
(Broker’s notes and, optionally, additional documents) with you using this function.
This can also be used after Firm Order and after Signing Down to share Information with you relating to bound risks.
The information shared on an Information Share is not explicitly related to a particular Placement stage. It is simply
information shared with you regarding the Placement at a point in time after the last Quote, Firm Order or
Endorsement request was sent to you3.
Either click on the Alert in the dashboard, or, if you are viewing the Quote in the Placement Overview, click an event
box pertaining to the Information Share.
Documents for this Information Share can be shown by clicking the Messages & Documents Icon
Note that you cannot Reply to an Information Share.
It is important to be aware of the timeline of information sent to you when additional information has been shared
with you.
When you reply to any Quote, Firm Order or Endorsement Request, the information available to you in terms of the
notes and documents you have received from the Broker may have changed since that request was received due to
the receipt of newer Quote Requests and/or Information Shares.
You will be warned of this situation at the top of the Reply screen (the example below is for a Quote):
Viewing the Messages & Documents history by clicking will show you all of the information you have received.
3
Note: Information shares are created at Programme level, so you will see them against all Placements in a Programme,
including superseded ones.
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2.5 Internal Notes
4
You can add internal notes wherever this icon is available:
The following dialogue appears.
If you type a note into the data entry field and click Add Note, your note is saved.
If you then repeat the process, your subsequent notes are displayed in order.
If there are already notes against a Placement or Programme, there will be a red dot on the Notes icon
It is not possible to remove a note.
4
Shared with team colleagues only. Not shared with Brokers.
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3 Quotes
In this phase, you receive Quote Requests and shared documents from Brokers and you will reply to the Quote
requests. The Quoting phase is optional and not all Brokers will electronically Quote all risks.
3.1 Viewing / Replying to a Quote Request
Either click on the Alert in the Dashboard, or, if you are viewing the Quote in the Placement Overview, click the
Manage action.
The Quote Response screen will be shown.
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If you have previously responded to a Quote, you will be notified of this by a message at the top of the Quote screen.
The screen is divided into 4 sections:
1. The data and references identifying the Placement.

2. A message from the Broker.
3. The documents from the Broker relating to this Quote.
4. Your response to this Quote.
When you have completed sections 3 and 4, click one of the Send buttons (these appear at the top and bottom of
the page). A dialogue box will be displayed for confirmation.
To go back, click the at the top right of the dialogue box. To proceed, click Confirm. The Quote reply is sent
back to the Broker and they are alerted.
Note: There is no limit to the number of times you can reply to a Quote request so you may send several different
Quote variants in response to the Broker’s single request.
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3.1.1 Attaching Documents to Quote Replies

Section 3 of the Reply screen shows the documents on the Quote request that you have been sent. You may click on
any document name to open and view it.
You can attach documents to your reply and send them back to the Broker. These will form part of the permanent
record of the Placement and will be visible in the Messages & Documents history.
There are two ways for you to attach a document to a Quote reply:
a) Simply attach one or more documents to the reply. To do this, click the Attach button and the following will
be shown:
Click Browse then locate the document and select it. Once the document has loaded you must enter a
Description for it and choose a document Type from a pre-set list of choices in the drop-down list. The default
value is “Other Documentation”. Then click Add.
Repeat this until all the documents you wish to attach have been attached, then click Quit.
You will now see your documents added to the Document list:
b) Attach a document “in reply” to a particular document that you have been sent. You would normally do this
when you have opened the Placing Slip document to which you have made some marked-up changes using
Microsoft Word or other Word compatible word processing application. Once you have done this, Save the
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document to your desktop then click the Attach and propose replacement document icon next to the
document you are “replying to”. The following will be shown:
Click Browse then locate the previously saved document on your desktop and select it. Once the document
has loaded, unless it is a placing slip you are replying to, you must enter a Description for it and choose a
document Type from a pre-set list of choices in the drop-down list. Then click Add.
You will now see the document added into the Documents list directly underneath the document you replied
to:
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3.1.2 Quote Reply Types

Section 4 of the Reply screen is where you enter your reply.
You can reply to the Quote request in a number of ways, by clicking the appropriate button, as follows:
 Quote
You can supply a Quote in one of several possible ways
- By filling in the on-screen Quote Sheet. These are configurable and are available depending on your class
of business.
- By entering your response in the Note to Broker.
- By attaching to your response a document such as a Quote sheet (see below).
- By attaching to your response a marked-up version of any document that they have sent you, including
the Quote/Placing Slip (see below).
 EOI (Expression of Interest)
This function allows you to express your interest in an account in preparation of receiving the submission.
 RFI (Request Further Information)
You are requesting further information. Your note to the Broker will explain. The Broker may reply with
another Quote request or an Information Share.
 Reject
You may add a note to the Broker to explain why you are choosing to decline. Note that the word “reject”
here indicates that you are declining to Quote and are not interested in the risk.
You must also enter in this section:
 Note to the Broker: It is advisable to enter a note to the Broker when responding.
 Quote Validity Period (Quote Withdrawn After), if your reply is a Quote.
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3.1.3 Replying with a Quote Sheet
If you selected the Quote button, you will then be invited to use the online Quote Sheet to enter your Quote and
options.
Note: Quote Sheet templates are configurable and will be available depending on your class of business. They can
contain features such as your organisation’s logo and scrollable sections.
It is not mandatory to use this. If you wish to, select the appropriate Quote Sheet template from the dropdown list.
Complete the fields as appropriate.
Below is an example of a Quote Sheet template:
This Quote Sheet will be returned to the Broker as a data sheet and as an automatically-attached PDF file to the
Quote reply which is recorded as an attachment to the Quote in the Messages & Documents history.
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3.1.4 Replying to Sectioned Quotes

If the Quote you are replying to has sections, these will be visible in the My Response panel above the response
buttons.
Section attachments are merged into a single PDF and presented as part of the contract. You can click the blue
document icons to open or save any section attachments.
When you reply, you are replying to all sections.
3.2 Quotes and Facilities
3.2.1 Overview
Responding to a Quote Request on a Declaration/Offslip is largely the same as responding to an Open Market
request. However, the name of the Facility is displayed above the buttons in the My Response panel, as in the
example below.
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3.2.2 Quote Notification

If an Underwriter is a non-agreement participant on a Facility, and their role on the Declaration/Offslip has been set
to ‘Notification Required’ by the Broker, they will receive a Quote Notification rather than a Quote Request.
This screen is based on the standard Quote Response screen (see section 3.1), but it does not have a Quote button.
The Underwriter is able to mark the notification as Viewed. This just removes the notification from their inbox.
There is no message to the Broker.
They are not able to Quote.
Please refer to section 5.1 of this guide for further information about Facilities and Declarations.
3.3 Closed and Withdrawn Quotes
3.3.1 Closed Quotes

3.3.1.1 Broker Close
A Quote may be closed by the Broker at any time during the process, whether a Quote request has been responded
to or not, providing there are no subsequent outstanding or bound Firm Orders. Once closed, the Quote will move to
your ‘History’ as Complete. The event is clear in the Audit Trail and displayed in the Messages & Documents history.
If the reason given by the Broker is NTU, they will also provide a rationale. The list of available rationales can be
customised, but the following is the default list:
 Price
 Coverage
 Local
 Response time
 No Market Interest
 No Client Response
 RNR (Renewal not Renewed)
 Aggregate Full
 Cover No Longer Required
 Client Instruction
 Other
It is possible to respond to a closed Quote.
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3.3.1.2 Underwriter Close

A Quote may be closed by the Underwriter at any time.
You will simply be asked to confirm that you wish to close the Quote. The Close event is clear in the Placement
Overview and displayed in the Messages & Documents history.
3.3.2 Withdraw
This function enables the Broker to withdraw a Quote only where a Quote request has been sent but no response
has been received.
The Withdraw event is clear in the Audit Trail and displayed in the Messages & Documents history.
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4 Firm Order
4.1 Responding to Firm Orders
4.1.1 Overview
When a Broker sends you a Firm Order, this represents a legal offer for you to review and respond to. Once a Firm
Order has been sent, the contract cannot be changed by the Broker.
When sending you a Firm Order, the Broker can select whether to offer you a fixed written line percentage or a
percentage range for you to choose from. In case of the latter, you will then be able to choose a value within the
offered range when accepting the Firm Order.
To respond to the Firm Order request, click on the Manage action on the Placement Overview page.
You will be presented with the Firm Order Response screen. This is comprised of four panels, the first three of which
are as follows:
The first panel contains key information about the contract and cover associated with the Placement, and the
second contains a message to you from the Broker. The third panel contains all of the documents that are available
to you. The first document is the contract. It is highlighted in yellow with this icon to the left of the file name.
Click on the name of any document, and a dialogue will appear enabling you to open or save the document.
These panels may be closed individually or all at once by clicking the appropriate minus symbol [-]
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4.1.2 Available Actions

The following actions are available to you via the icons and buttons at the top right of the screen.
 Send an ad hoc message by clicking (see section 2.3)
 Reassign the Placement to a colleague within your team, by clicking (see section 4.2)
 Make an internal note (not shared with the Broker), by clicking (see section 2.5)
 View the Messages & Documents history of the risk, by clicking (see section 2.2)
 Save a draft response by clicking the Save button.
 Send your response (assuming that it is complete) by clicking the Send button.
 Click the question mark icon to view PPL Helpdesk contact details.
 Close this screen by clicking the blue cross X.
4.1.3 Your Response

The fourth panel of the screen is where you select the type of response that you wish to make. The choices are:
 Accept
 Accept with Subjectivities
 Reject
At the top of the panel, your proposed written line is shown, along with the lead, which is indicated by means of a
traffic light system:
 A green dot means that a leader has been proposed and has accepted.
 An amber dot means that a leader has been proposed but has not yet accepted.
 A red dot means that there is no leader proposed.
For sectioned risks, leaders are displayed per section.
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4.1.4 Accept the Offer

Select this option if you wish to accept the Firm Order based on the information presented to you.
4.1.4.1 Stamps
If there are multiple stamps associated with your company, the Broker can select which stamp(s) they would like you
to write on behalf of.
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For each of your stamps, you must enter your written line percentage expressed either as a percentage of 100% or
of whole.
4.1.4.2 Terms of Settlement

The Risk Code Leader will need to ensure that the Settlement Due Date, Instalment Premium Period of Credit and
Adjustment Premium Period of Credit information are entered correctly. This information can be proposed by the
Broker. If it is, the Leader will be able to amend the information the Broker has entered. If the Broker has not
proposed it, the Leader will need to enter the information.
4.1.4.3 Allocation of Premium

If you are the Lloyd's or LIC Leader on the contract, you will be required to allocate premium to a year of account by
selecting the appropriate risk codes from the dropdown.
Select the appropriate risk code from the list and enter the percentage of premium that you wish to allocate. You
can add more risk codes by clicking the Add button, and you can remove them with the Remove button. You can add
a percentage of zero if required, but the total percentage must add up to 100.
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4.1.4.4 Underwriter References

When responding, you have the ability to enter multiple references for each stamp. References can be amended at
any stage. The Description field is optional.
If you are an Underwriter of the Lloyd's syndicate or LIC company, but not the Leader, you can associate your
references with the risk codes defined by the Lloyd's Leader.
You can add more references by clicking the Add button, and you can remove them with the Remove button. There
is no technical limit to the number of references you can add.
4.1.4.5 Amending Settlement Terms, Premium Allocation and Underwriter References

You can amend this information at any time. Select the Manage action from the Placement Overview and navigate to
panel 4 (My Response). The relevant fields will be available to you for editing.
Click Save or Send when you are done.
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4.1.5 Accept with Subjectivities

4.1.5.1 Overview
Select this option if you wish to add subjectivities to your acceptance. This will constitute a conditional counter offer
back to the Broker.
There are two types of subjectivity:

 Confirmation Required: This type requires a deadline. Check the box in the screen image above to select this
type and make the ‘Deadline’ field available.
 No Confirmation Required: No deadline applies to this type.
You must select whether you wish to be on cover from inception or off cover until you agree that your subjectivities
have been met.
You can create new subjectivities via the Add button. Note that you cannot submit a mixture of on cover / off cover
subjectivities in your response, nor can there be a mixture of confirmation required / no deadline subjectivities.
However, deadlines may differ within the response.
Note that your line is not bound until all of your subjectivities have been accepted by the Broker.
The large white text box is where you enter the details of each subjectivity. This should include:
 The condition/action that needs to occur, by whom and to what standard;
 The applicable timescale, if any, within which the condition is to be met;
 The terms which are to apply until the condition is met;
 Any consequences which follow if the condition is not met.
Note: Subjectivities should not be used for Contract changes.
Subjectivities are denoted by an icon in the Conditional Confirmation of order event box in the Placement Overview
matrix.
You can review your subjectivities at any time until they are accepted by the Broker via the Review Subjectivity
action in the Placement Overview. This will open the Amend Subjectivities screen.
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Up to four options are conditionally available:

 Extend Deadline: If your subjectivities require confirmation (and therefore have deadlines) these can be
extended via this button. Note that the button does not appear on the screen where deadlines do not apply
to your subjectivities. Click the Edit button to enter a new deadline date.
 Add/Edit enables you to edit your subjectivities and/or add new ones.
 Withdraw enables you to withdraw individual subjectivities by selecting the Remove button. You can only
withdraw all of your subjectivities if they have been accepted by the Broker but not yet confirmed (satisfied).
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 Remove Line enables you to come off cover under certain conditions. See section 4.1.5.4 below for further
details.
4.1.5.2 Broker Accepts

If the Broker accepts your subjectivities, the next step will be for them to show how subjectivities have been met.
You will subsequently need to confirm that the information provided by the Broker meets your subjectivities. If it
does, then at that point you will be bound to the contract.
You can mark each subjectivity as Satisfied, Unchanged or Rejected via the dropdowns to the right of each
subjectivity in panel 3 of the Amend Subjectivities/LCs screen. In panel 4 you can open or save the files sent by the
Broker as evidence (these are also available via the Messages & Documents screen), and there is a message from the
Broker in panel 5.
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4.1.5.3 Negotiation / Broker Rejects

The Broker can elect to negotiate your subjectivities. Where this occurs, you are able to review their response (which
contains a message) and then return to the Firm Order Response screen where you can edit or remove your
subjectivities and accept or reject the Firm Order as appropriate.
If the Broker rejects your subjectivities, then you will not be bound to the risk. The Broker may send a revised Firm
Order, or you may be removed from the risk.
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4.1.5.4 Expiry
Both you and the Broker will receive reminders in the form of platform and email alerts before the period expires
(these are sent daily, and the first is sent five days before expiry) and if the subjectivities are not satisfied before the
expiry date, you will have the option to extend the deadline (see section 4.1.5.1 above) or come off cover.
Should you wish to do the latter, then you should select the Remove Line button.
You will then be able to remove your line from the risk as long as you enter a note to the Broker. The Broker will be
notified, and the event will appear in the Overview matrix and Messages & Documents screen for both you and the
Broker.
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4.1.6 Accept with Line Conditions

You can accept a Firm Order with additional line conditions that will appear on your stamp. The line conditions are
set up on a company basis.
If you accept a Firm Order with a line condition, please note that your line is not bound until the Broker has accepted
the line condition. You will be notified of the Broker's response.
Note: Line to Stand is a specific kind of line condition which, once agreed, means that your line may not be amended
during the Signing Down process. It is denoted by this icon in the Order Confirmation event box in the Placement
Overview (where applicable):
An order confirmation with line conditions, of which Line to Stand is not one, will show only the ‘LC’ element of the
example icon above. Once your line condition(s) has been accepted, your electronic stamp will appear within the
contract.
4.1.7 Reject the Offer

If you reject the Firm Order, you will be asked to enter a message back to the Broker and select a Reason from the
following list:
 Commercial Reasons
 MRC Documentation Update
 Cancel & Replace
 Stamp Change
 PPL Data Correction
 Cancel Only
 Other
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Once you have rejected the Firm Order, you will be placed back into 'Negotiation' status which will allow the Broker
to resubmit a Firm Order. Please note that the Broker may amend the contract before submitting another Firm
Order. If this is the case, you can check to compare the old and new versions.
4.1.8 Sending Your Response

Whatever the type of your response is, the bottom section of the screen will look like this:
Click the Save button to save your response as a draft to be worked on later, or click Send to send your response to
the Broker. The Send Firm Order screen is displayed.
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Note: By entering your password, you will be legally bound to the contract and will not be able to withdraw your
acceptance of the line.
Once you have completed the Firm Order Response process, you are presented with the following dialogue:
 Select the Reassign button to reassign the Placement (see section 4.2).
 Select the Email/Print Contract button to email and/or print the contract (see section 0).
 Close the dialogue and return to the Placement Overview by clicking the cross in the top right of the
dialogue.
You have the option to add a second approver for any affirmative Firm Order response. This option is always
available at the top of the Send Firm Order screen, but is defaulted to ‘No’.
If you choose ‘Yes’, you can select a second approver via a dropdown:
You will then be asked whether you wish to attach a covering note to your colleague. If you check the box, a text
field will appear, into which you must then type a message.
When you click the Confirm button at the foot of the screen, your colleague will be alerted. The order confirmation
will remain in a draft state until it is approved. See section 4.3 for more information about the Second Approval
process. If you select the second approver to review your acceptance, you will be bound once the second approver
has approved your request, otherwise, once you have completed your Firm Order acceptance you will be taken to
the Placement Overview screen. See section 4.3 for further information about second approvals.
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4.1.9 Responding to Sectioned Firm Orders

The Firm Order Response screen is no different to the standard screen in sections 4.1.1 above, except that the My
Response panel contains separate response areas for each section.
A navigation tool at the foot of the screen enables you to move to any Section without scrolling.
You may choose different responses to each section should you wish to.
Note: The ‘Copy Entered Section’ dropdown enables to select and then copy your response from a section for which
you have already keyed in your response.
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Section attachments are merged into a single PDF and presented as part of the contract. You can click the blue
document icons to open or save any section attachments.
4.1.10 Firm Orders and Facilities

4.1.10.1 Responding to a Master Facility Firm Order
Responding to a Facility Firm Order is, for the most part, exactly the same as responding to an Open Market one. You
are able to Accept or Reject the Firm Order offer, but subjectivities do not apply.
Panel 4 of the Firm Order Response screen displays your Dec/Offslip Default Firm Order/Quote Requirements (see
section 5.1.1.1). If you are a Facility Lead, you are not able to amend these and must instead reject the Firm Order.
The Facility slip lead is not required to enter the Settlement Due Date. However, indicating the number of days in the
Instalment Premium Period of Credit field will calculate and default the Settlement Due Date of subsequent
Declarations/Offslips by adding that number to the Inception Date of the risk.
The Facility Lloyd’s lead is required to enter the allocation of Premium to Year of Account and Risk Codes for the
Facility. However, they are not required to state allocation Percentage amounts unless they are fixed.
If you are not a Facility Lead, you are able to select your Dec/Offslip Default Firm Order/Quote Requirements
(participant roles) from the available dropdowns.
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Please refer to section 0 of this guide for further information about Facilities and Declarations.
4.1.10.2 Responding to a Declaration/Offslip Firm Order

Responding to a Declaration/Offslip Firm Order is, for the most part, exactly the same as responding to an Open
Market one. You are able to Accept with or without Subjectivities, or Reject the Firm Order offer.
The difference is the presence of the Copy from Facility button. This can be clicked at any time to pull through
Underwriter References and Descriptions and (for Leaders only) any Terms of Settlement from the Master Facility,
along with the Risk Codes, and allocation of Premium. These details can then be edited if required. Clicking the
button again resets those fields to the values from the Master Facility.
For notification-only Participants, a Declaration/Offslip is bound when the Leader binds their line. However, they are
not notified by email until the Placement is signed and closed.
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Note: It is not possible to set a deadline for subjectivities when responding to a Declaration Firm Order.
Please refer to section 0 of this guide for further information about Facilities and Declarations.
4.2 Reassign
This function can be invoked in any of the following ways:
 By clicking the Reassign icon on the Quote Response screen:
 By clicking the Reassign icon on the Firm Order Response screen:
 By clicking the Reassign button in the dialogue that appears at the end of the Firm Order response process
(see section 4.1).
It enables you to reassign a Placement to a colleague. To do this, you must select a colleague’s name from the
available dropdown. You can also type a message to them if required. Once you click Confirm, your colleague will
receive an alert informing them of the Placement/Programme that you have assigned to them.
 It is also possible to reassign a single section by clicking the Reassign icon in the section header:
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Note: To take control of a Placement that is assigned to another Underwriter in your team, follow the steps in
section 1.5.5 of this guide.
4.3 Second Approval
4.3.1 Second Approval Requests

When a request for second approval is created (see section 4.1.8 above), the Firm Order Response remains in a draft
state while second approval is pending. It cannot be edited. However, it can be withdrawn.
Clicking the Withdraw 2nd Approval Request action (shown above) opens the following dialogue:
The withdrawal is subsequently shown in the Placement Overview and the Firm Order can be managed again.
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4.3.2 Approval/Rejection
When a second approver clicks on their alert (or accesses the risk via the Placement Overview), they are presented
with the following screen. Here, they can Reject the Firm Order or Approve it.
Once the Order Confirmation is approved, it is sent to the Broker and is no longer in a draft state, and the originator
is alerted. If it is rejected, the originator is alerted, and the Order Confirmation remains in a draft state.
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4.4 Email/Print Contract
To email or print a contract, select Email/Print Contract from the Placement Overview (see section 1.60). There are
up to five print options available, depending on the nature of your Placement.
The email panel is at the foot of this screen and is described in section 4.4.3 below.
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4.4.1 Print Options

To email or print a contract, select Email/Print Contract from the Placement Overview (see section 1.6). There are up
to five standard print options available, depending on the nature of your Placement.:
One Document Per Security

Prints each signed Underwriter individually, per schedule, per page, in PDF format. Each page is formatted ‘Page 1 of
1’ and is headed ‘Security Details’.
Continuous Securities Document

Prints all Underwriters on one continuous schedule in PDF format. Each page is formatted ‘Page X of Y’.
Contract with Continuous Securities, Single Document

Prints the contract including the security details schedule in PDF format. Each page is formatted ‘Page X of Y’.
You can select whether to include section attachments by ticking the left-hand checkbox. Clicking the right-hand
checkbox enables you to modify the footer content by enabling the following radio buttons:
 Start page numbering at 1 from security details.

 Leave footer contents blank from security details.
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Contract with Split Section Information

Prints the contract including the security details schedule in PDF format. Each page is formatted ‘Page X of Y’.

Contract Excluding Endorsements

Prints the contract including the security details schedule in PDF format (similar to option 4 above), but excludes any
Endorsements against the risk. Each page is formatted ‘Page X of Y’.

4.4.2 Printing
To print a contract, either click on its PDF icon or on the words ‘Print PDF’ to the right of the icon:
A dialogue box will appear, giving you the option to view or save a PDF of the contract.
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4.4.3 Emailing
The email panel is at the foot of the screen.
Select a print option to attach to your email by clicking the radio button on the right of that option’s header, and
then scroll down to the email panel.
The fields in the email panel are prepopulated, but you can amend their content. In addition to the contract, you can
also send an audit report in PDF format and/or a zipped folder containing that audit report and all documents
associated with the Placement. See section 2.2.7 for further information about these files.
Note: The maximum file size that you can email will depend on the configuration of your organisation’s email
system.
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4.4.4 LIC Stamps

Security Details for Lloyd’s Insurance Company S.A. are output separately from those for all other stamps, as per the
example below.
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4.5 Broker Actions
4.5.1 Close (Cancel/NTU)

A Firm Order may be closed by the Broker at any time during the process, as long as no lines have been bound. The
event is clear in the Placement Overview and displayed in the Messages & Documents history, with a message from
the Broker.
The list of available NTU reasons can be found in section 3.3.1 of this guide.
4.5.2 Withdraw
It is possible for a Broker to withdraw a Firm Order if the Underwriter is not bound. Only the Firm Order is
withdrawn, not any Quote history, and the Firm Order status becomes ‘Closed’.
The event is clear in the Audit Trail and displayed in the Messages & Documents history, with a message from the
Broker.
4.5.3 Review/Revise Bound Lines

A Broker may request Underwriters to change their bound line size. However, if they wish to change the terms of the
bound contract, they must do this through an Endorsement.
They can request that the line size be changed either from inception or from a given date, which they will specify.
They are able to propose an alternative line size and provide a note to the Underwriter(s) affected.
You may either accept or reject the request. If you accept, then your line will be updated. If you reject, the line will
be in negotiation and the Broker will need to decide upon what action to take.
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4.5.4 Review Removal of Line to Stand

A Broker can request Underwriters to remove a line to stand. However, if they wish to change the terms of the
bound contract, they must do this through an Endorsement.
You may either accept or reject the request. If you accept, then your line will be updated (i.e. the Line to Stand will
be removed). If you reject, the line will be in negotiation and the Broker will need to decide upon what action to
take.
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4.6 Corrections
4.6.1 Overview
4.6.1.1 Cancel Only
Bound Underwriters can be cancelled by the Broker sending a Cancellation Request, which the carrier must accept to
be cancelled from the risk or reject to stay on cover. There are two types of Cancellation:
Cancel Line
This is available before Sign and Close for following markets only. Slip, Lloyds, XIS and LIC Leads cannot be
individually cancelled.
Pending cancellations can be withdrawn by the Broker, and Underwriters can reject these Cancellation Requests.
Where either of these occurs, the Underwriter remains on cover.
If the Underwriter accepts the Cancellation Request:
 Their Written Line is set to zero.

 They are no longer on cover and do not appear on the contract.
 The Broker can send another Firm Order request to the Underwriter.
Cancel Placement
This is available before and after Sign and Close for all markets on the risk to be cancelled. When this option is taken
the risk is locked and cannot be used. All markets must agree to be cancelled before the risk can be further actioned.
Underwriters can reject these Cancellation Requests. Where this occurs, the Underwriter remains on cover.
If the Underwriter accepts the Cancellation Request:
 Their Written Line is set to zero.

 They are no longer on cover.
 They are shown on the contract with zero lines.
 The Broker can send another Firm Order request to the Underwriter.
4.6.1.2 Cancel & Replace

A risk with at least one bound Underwriter can be resubmitted, allowing the Broker to restart that risk whilst
continuing the original placement, so that there is no break in cover.
A resubmission allows the broker to change the following:
 Data fields
 A sectioned risk to a non-sectioned one, and vice versa.
 Carriers, including stamp(s) and line.
 The contract (MRC)
 Supporting documentation, including section attachments
Non-bound carriers are sent a withdrawal on the original version.
Bound carriers who are sent a resubmission are still bound on the original placement until they accept the
resubmission, which automatically cancels their line from the original version.
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Bound carriers who are not sent a resubmission are sent a Cancellation Request are removed from the risk. They
remain bound on the original placement until they accept the cancellation, at which point their line is automatically
cancelled.
Note: For Facility Panels, the Facility Leader will agree on behalf of non-agreement parties in all three of the above
scenarios.
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4.6.2 Cancel Only

If you are sent a Cancellation Request, you will receive a dashboard alert.
If you click on the alert you are taken to the Placement Overview, where you can select Manage Cancellation from
the Actions bar.
This opens the Firm Order Cancellation Response screen.
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This screen contains a note from the Broker. You can choose to Accept or Reject the Cancellation Request by
selecting the relevant option. You also have the option to add a note back to the Broker.
Click Send when you are done. You are then taken to the Firm Order Cancellation Response Confirmation screen.
Clicking Confirm will send your acceptance to the Broker.
If you accept the Cancellation Request, your line will then be shown as Cancelled in the Placement Overview.
If you reject, you remain bound.
Note: If the Broker closes a cancelled Placement, its display is collapsed.
It can be expanded by clicking [+]
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4.6.3 Cancel & Replace (Firm Order Resubmission)

If you are sent a Firm Order Resubmission you will receive a dashboard alert.
If you click on the alert you are taken to the Placement Overview. You will see a Firm Order Resubmission in a new
matrix, and the original Placement will show as Cancellation Pending.
To respond to the Resubmission, select Manage from the Actions bar.
This will open the Firm Order (Cancel & Replace) Response screen. This is the same as the Firm Order Response
screen described throughout section 4.1 of this guide. Respond as you would normally do to a Firm Order.
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If you accept the Resubmission unconditionally, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with a Confirmation of Order event shown
against the Resubmission and the original Placement shown as Cancelled:
If you accept the Resubmission conditionally, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with a Conditional Confirmation of Order
event shown against the Resubmission and the original Placement shown as Cancellation Pending. The original
Placement will not be cancelled until the Broker agrees your conditional acceptance (see sections 4.1.5 and 4.1.6).
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If you reject the Resubmission, you will be presented with the following confirmation screen:
Upon confirmation, the Placement Overview matrix will appear as follows, with an Order Rejection against the
Resubmission and a Cancellation Rejection against the original Placement. You remain bound to the original
Placement.
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5 Facilities
5.1 Overview
This Functional Guide makes reference to the use of Facilities throughout, within the context of each of the main
business processes (Quote, Firm Order and Endorsement). The purpose of this section is to provide an overview of
Master Facilities on the PPL platform.
Master Facilities are placed via the standard Firm Order process. A Placement is deemed to be a Facility Placement if
the Contract Type is set to any of the following:
 Binding Authority
 Master Cover
 Facility
 Lineslip
5.1.1.1 Participant Roles

The assigned/selected role will automatically be applied for future Declaration Firm Orders relating to the Facility.
The following participant roles apply to Facilities:
 Facility Leader: Binds for their own line and on behalf of the following non-agreement parties (where
applicable). The Facility slip leader is assigned this role by default. More than one Underwriter on the Facility
can be recorded as a Facility leader for processing subsequent Declarations/Offslips. In a competing lead
scenario, the applicable Underwriters are set as Facility Leader.
 Declaration/Offslip Agreement Party: This role is used when the Underwriter is a following
Declaration/Offslip agreement party for their own line.
 Notification Required: This role applies to a following non-agreement party who usually requires a
notification.
 Notification Not Required: This role applies when the following non-agreement party does not usually
require a notification.
The following roles apply to Quote Requests on Declarations:
 Request to Quote: This is selected when the Underwriter is required to Quote Declarations/Offslips. It is
automatically selected when the Firm Order agreement role is Facility Leader or Declaration Agreement
Party.
 Quote Notification: This is selected when the Underwriter usually requires a Quote notification.
 Notification Not Required: This is selected when the Underwriter does not usually require a Quote
notification.
As a following market, you are able to amend your default Quote and Firm Order roles as part of your response. For
further details on how these roles may be upgraded or downgraded by the Broker at the Declarations/Offslips stage,
refer to the appendix in section 7.2 of this guide.
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5.1.2 Participant Responses

Participant markets can respond to a Facility Firm Order in the usual way. That is, they may Accept or Reject the Firm
Order. However, subjectivities do not apply.
The following points further outline the nature of participant responses:
 The Facility slip lead is not required to enter the Settlement Due Date. However, indicating the number of
days in the Instalment Premium Period of Credit field will calculate and default the Settlement Due Date of
subsequent Declarations/Offslips by adding that number to the Inception Date of the risk.
 The Facility Lloyd’s lead is required to enter the allocation of Premium to Year of Account and Risk Codes for
the Facility. However, they are not required to state allocation of Percentage amounts unless they are fixed.
5.1.3 Closing a Facility

When all Underwriters have agreed their lines and the default participation statuses are correct then the Facility
Placement should be signed and closed in the usual way. This will then allow the Facility to be made available for
future Declarations/Offslips.
5.1.4 Backloaded Facilities

Facilities agreed outside of the platform can be backloaded by the Broker. These Facilities will only be visible on the
platform if they have been Published by the Broker or have had Declarations/Offslips attached. The Broker can
choose whether to notify Underwriters at the point of publication.
Backloaded Facilities will appear in the relevant Underwriter Firm Order extracts regardless of whether they are in a
Published state. Current MI reporting is not impacted.
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6 Endorsements
6.1 Broker Messages and Response Types
This section describes the different types of Endorsements messages that you can receive from Brokers.
6.1.1 Endorsement Requests

This is a request from the Broker asking the Underwriter to agree a change to a policy. All details for a message can
be displayed by clicking the Dashboard alert for the request, or the event box in the Placement Overview.
6.1.2 Response Types

The Underwriter is permitted to respond in three ways.
 Agree the Endorsement (Unconditional Acceptance)
 Request Further Information from the Broker (Request for Information)

 Negotiate with the Broker (Request to Negotiate)
You can also mark the message as Agreed Elsewhere / Removed (although this is not strictly a response type)
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6.1.2.1 Unconditional Acceptance

Accepting the Endorsement binds the Underwriter to the change that the Endorsement is detailing, depending on
the participation of the Underwriter on the Endorsement.
At the highest level of participation (Leader) the response options available are:
 Agreement Parties: This value indicates which Underwriters will need to agree the Endorsement once the
lead response is received by the Broker. It is selected from a dropdown.
 Notify Followers: When this box is checked, all non-agreement parties will be sent an Endorsement notice.
 Notify Within: The number of days within which the Broker must send Endorsement notices to non-agreeing
Underwriters.
The example below is the display for a leader when agreeing the Endorsement.
The screen header is comprised as follows: Broker / UMR / Section Number / Endorsement Reference [Status].
Your participation and underwriting reference are displayed next to the panel number (1).
In panel 2, you can select Agreement Parties from the dropdown and then stipulate whether you wish to Notify
Followers (check box) and when they must be notified by (Notify Within).
It is important to note that the details sent back in the agreeing Underwriter values are legally binding when
agreeing an Endorsement.
NOTE: A full list and descriptions of participant types can be found in the appendix in section 7.3 of this guide.
86
6.1.3 Request to Negotiate / Request for Information

Regardless of participation all Underwriters who are being asked to agree the Endorsement have the option to send
a message back to the Broker asking to negotiate or for the Broker to provide more detail. The Underwriter will
need to provide some text for the Broker to explain the nature of the response. The response dialogue for additional
information and negotiation responses is shown below.
If the negotiation or information request is satisfied, then the Underwriter can subsequently agree the Endorsement.
6.1.3.1 Remove/Agreed Elsewhere

The Remove/Agreed Elsewhere action is used to remove the Endorsement and related messages from view (if they
are agreed on paper or via another mechanism).
This is effected by clicking . You will then be prompted to enter a reason in text, as shown below:
These messages will still exist and can be reinstated by using the Undo Remove action (see section 6.3.1).
87
6.1.4 Actions Available When Responding

Other actions available to you in respect of Endorsement requests (and some of the message types in the following
sections) are as follows:
 View the Endorsement message by clicking the Display action in the Placement Overview.
 View the Messages & Documents history of the Quote, by clicking the icon
 Make an internal note (not shared with the Broker), by clicking the Notes icon - see section 2.5.
 Send an ad-hoc email to a colleague, by clicking the Ad-Hoc Email icon - see section 2.3.
6.2 Notifications
6.2.1 Endorsement Notices

Endorsement notice messages are sent to following markets and provide information about changes to the policy
that have been agreed. The message content is the same as for an Endorsement request.
Endorsement notices are shown in the inbox as information messages. These should be reviewed and then marked
as viewed to move them to history. The attachment will include the original Endorsement agreed by the MRC
leader, proof of that agreement, supporting documents and proof of other carriers’ agreement if that took place.
To mark a message as viewed, click this icon
Note: It is possible to configure the application so that the status of the Endorsement notice is set to Viewed
immediately on receipt. PPL Support can supply further details of how to set this up. See section 1.3 for contact
information.
6.2.2 Endorsement Withdrawals

Like Endorsement notices, a withdrawal message is an information message that does not require a response to be
sent back to the Broker. A withdrawal message will link to an outstanding Endorsement request and remove it from
workflow. Withdrawal messages should be reviewed and marked as viewed in the same way as notices.
88
6.2.3 Completion Emails

Completion emails are created for Endorsement requests (when agreed), Endorsement notices (when received) and
withdrawal messages (when received). They can be resent by selecting the Completion Email Quick Link from the
Endorsement Message screen.
6.3 Common Actions
6.3.1 Undo Remove

The Undo Remove option is only available for messages that have previously been subjected to the Remove /
Agreed Elsewhere action. PPL Support can view the Removed list and are able to perform the Undo Remove action.
See section 1.3 to find out how to contact PPL Support.
6.3.2 Review Draft

Draft messages can be viewed by clicking the appropriate event box in the Placement Overview. They can be opened
for editing via the Manage action.
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6.4 Placement Overview: Display of Endorsements
Endorsements are time lined and appear with the latest Endorsement created at the top above the Firm Order
matrices, regardless of layers and whether the Firm Orders are cancelled. This includes multi-sectioned
endorsements.
If an Endorsement is complete the endorsement matrix is collapsed. If an Endorsement is active (in progress) the
Endorsement matrix is expanded.
Endorsements attaching prior to Cancel & Replace will attach to the original Placement. Those created thereafter
will attach to the Resubmission.
Some examples follow:
An endorsement attaching to a Placement with a pending Cancellation:
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An Endorsement attaching to a cancelled Placement:
An Endorsement attaching to a superseded Placement:
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7 Appendices
7.1 Appendix: Permitted File Types / Maximum File Size
The following file types may be uploaded to the PPL platform:
Standard Section
Type Description Contract
Attachment Attachment
.7z Compressed file or folder 
.bmp Image file (bitmap)  
.doc/.docx MS Word document   

.dot MS Word template 
.mll MS Outlook email archive  
.fdf Forms Data Format  
.gif Image file  
.jpg/.jpeg Image file  
.msg MS Outlook message  
.odt Open office document  
.pdf Portable Document Format   

.png Image file (Portable Network Graphic) 
.pptx MS Powerpoint presentation  
.rar Compressed file or folder  
.rtf Rich text file   

.tif/,tiff .tif/.tiff: Image file 
.txt .txt: Plain Text file  
.wpd Word Perfect document  
.xls MS Excel workbook  
.xlsb MS Excel binary spreadsheet  
.xlxm MS Excel Open XML Macro-Enabled spreadsheet  
.xlsx MS Excel Open XML spreadsheet  
.xml Extensible Markup Language  
.xps XML Paper Specification  
.zip Compressed file or folder  

The maximum size permissible for a single file is 50MB.
Note: Section attachments are merged into a single PDF and presented as part of the contract.
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7.2 Declaration/Offslip Default Quote and Firm Order Requirements
93
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PPL is powered by EbixExchange © 2019 Ebix Europe – 4 Floor, Dashwood House, 69 Old Broad Street, London UK EC2M 1QS
7.3 Endorsement Participation Types
There are various levels of Endorsement participation, and response options are specific to the level of participation
indicated by the Broker.
All participants who are required to respond with agreement practice data will also be asked for listing details.
Leader
The MRC lead Underwriter will always be first to see the Endorsement and will indicate which other markets need to
agree the Endorsement. The leader will always be required to respond with the agreement practice data. The
following table details the possible agreement party values available to the leader.
Agreement Parties Description

All Underwriters All Underwriters will be sent the Endorsement to agree.
Endorsement Agreement Other Agreement Parties (agreement practice scheme
Parties only dependant) will be sent the Endorsement to agree.
Lead Only Only the lead agrees the Endorsement - no one else will be
5
asked to agree .
Co-Leader
Co-leaders will always be asked to agree the Endorsement. Agreement practice data will be required and the table
below details the possible responses. Co-leaders are always forced to promote agreement to some or all of the
following markets.

Endorsement agreement Other Agreement Parties (agreement practice scheme

parties only dependant) will be sent the Endorsement to agree.
Bespoke Leader
Bespoke leaders will see the Endorsement in the first instance. They can agree for themselves only or have the
option to make all Underwriters agree the Endorsement (see table below).

Lead Agreed The lead agrees for themselves alone.
5
Agreement Parties to all Endorsements participants will always be required to agree the Endorsement - Underwriters
designated as such sit outside any agreement practice schemes.
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Other Agreement Party

Other Agreement Parties will only be asked to agree the Endorsement if the lead has requested that they should do
so. Possible agreement practice responses are described below:

Agreement Party Agreed The Endorsement is agreed by the Underwriter only.
Agree All Endorsements

Agreement Parties to all Endorsements will always be required to agree the Endorsement. They can only send back
the agreement and they will not have any options to indicate who sees the Endorsement or whether the following
market should be listed.
Follower
The least significant participants on the message. These will be the last markets on the Endorsement to be required
to agree it. As such, agreement practice details are not required to be captured and sent to the Broker.
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2 Messages and Documents ............................................................................................................... 28

2.2.5 Document Messages Only View ............................................................................................................... 32

4 Firm Order ...................................................................................................................................... 50

4.1.4.3 Allocation of Premium ......................................................................................................................................53

1 Login, Dashboard and Navigation

Open your internet browser and navigate to: https://prod.placingplatformlimited.com/Dashboard/login.aspx

The following page will be displayed:

1.3 Contacting Support

- Telephone: +44 (0)207 264 0880

It is comprised of five panels, as follows:

Each of these panels is described individually below.

1.4.2 Header Panel

1.4.3 Placements Panel

The same principle applies to the Endorsements panel.

1.4.3.1 Placement Filters

The ‘P’ Icon

1.4.3.2 Actions Required

Quotes Require Response

Firm Orders Require Response

Subjectivities Require Response

Line Conditions Require Response

Revise Line Proposal Requires Response

Correction Requests and Notifications

Firm Orders Require Approval

1.4.3.3 Awaiting Actions from Other Party

Quotes With Further Information Requested

Subjectivities Await Broker Response

Line Conditions Await Broker Response

Firm Orders Await Internal Approval

1.4.4 Endorsements Panel

1.4.4.1 Endorsement Filters

The ‘P’ Icon

1.4.4.2 Actions Required

1.4.4.3 Awaiting Actions from Other Party

Request For Information

1.4.5 Alerts Panel

1.4.6 Footer Panel

1.5 Placement Summary

1.5.2 Placement Types

The information displayed for each Placement is as follows:

1.5.3 Finding Placements

… and then one of the following:

1.5.4 Available Functions

The functions available from this screen are:

 Send an ad hoc message by clicking - see section 2.3.

1.5.5 Taking Control of Team Work Items

1.6 Placement Overview

1.6.2 Finding Placements

1.6.3 Available Functions and Actions

 Send an ad hoc message by clicking - see section 2.3.

 Open or save a placing slip / Quote document by clicking

 Click on an event box to display a summary of the action.

Hover over an event box to see key details:

1.6.3.2 Placement Actions

1.6.3.3 Other Actions

1.6.4 Superseded Placements and Sections

2 Messages and Documents

2.2 Message and Document History

2.2.1 Initial View

2.2.2 Saving and Viewing documents